Info for Members

If you’re reporting an emergency with SWIFT, please call the OCLC support desk: 800-848-5878 x1415 – during business hours 913-220-9246 – after hours emergency number If you are reporting a problem or asking a question about SWIFT, the best way to get help is by using the Report a Problem link in SWIFT.  When you are logged into the SWIFT system, the Report a Problem link is located in the left navigation bar.  Just click on the link and fill in the form.  A support staff person will follow up with you regarding your reported issue. If you have a…

If you’re reporting an emergency with SWIFT, please call the OCLC support desk:

  • 800-848-5878 x1415 – during business hours
  • 913-220-9246 – after hours emergency number

If you are reporting a problem or asking a question about SWIFT, the best way to get help is by using the Report a Problem link in SWIFT.  When you are logged into the SWIFT system, the Report a Problem link is located in the left navigation bar.  Just click on the link and fill in the form.  A support staff person will follow up with you regarding your reported issue.

If you have a question or need information, you’re welcome to contact Lori Smith, lsmith@coloradovirtuallibrary.org.

Help Videos

Short YouTube videos for SWIFT members. Links will open in a new tabs.

Frequently Asked Questions

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[accordion-item title=”Too many search results? Narrow your search with these tips”]

Advanced Search

The simple search is a title keyword search.  It will yield the largest amount of results.  Use the Advanced Search to narrow your search results.  The advanced search screen may be found by clicking on the Advanced link in the upper left of the Standard Search screen.  Here’s a video, too!

Filter Search

A filter may be applied while performing a search, or applied after the search is completed.  A search may be filtered by material type, audience or language.  Here’s a video, too!

Filter while searching

  • Click on the Advanced link in the upper left of the Standard Search screen.
  • Enter your search criteria.
  • Scroll to the bottom of the screen.
  • Select the type of filter to expand the list.
  • Choose the parameters.
  • Click the Search button.

Filter after searching

  • Perform your search.
  • Click on the Filter Options link in the upper middle of the Search Results screen.
  • Select the type of filter to expand the list.
  • Choose the parameters.
  • Click the Submit button.

Search Profiles

Creating a search profile with a smaller number of libraries will yield fewer results, and is an efficient way to narrow your search results.  The more libraries you search, the more results you will receive.  The ALL LIBRARIES profile will give you the most search results.  Here’s a video, too!

  • Click on the Profiles link at the top of the page.
  • Click the Create link.
  • Enter a name for the Search Profile.
  • Select the libraries for this Search Profile by checking the box to the left of the library.
  • Click the Create button.

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[accordion-item title=”Prospector Libraries & SWIFT”]

Many Prospector libraries do take part in SWIFT, and are happy to lend material they own and have available.  TheProspector catalog is searchable through SWIFT so libraries may discover the material, even if it cannot be requested through SWIFT.  The items can sometimes be received, if directly requested from the owning library.  Prospector libraries that do not take part in SWIFT do not accept or receive SWIFT requests.

Please keep in mind, normally submitted requests with ISBNs will automatically route to a Prospector library if the item is owned and available by the library.

  • To determine if a specific item is owned by a Prospector library lending in SWIFT:
    • Click on the Details button of an item on the Search Results screen.
    • Scroll to the bottom of the bibliographic record to the Holdings information.
    • Look for a participating library under the location column.
    • There will also be a magnifying glass next to the item in the holdings information if it is owned by a SWIFT lending library.

Here is a list of Prospector libraries that do lend on SWIFT:

Adams State University, Arapahoe Library District, Aurora Public Library, Basalt Regional Library District, Colorado Mesa University, Colorado State Publications Library, Colorado State University – Pueblo, Denver Public Library, Eagle Valley Library District, Garfield County Library District, Grand County Library District, Gunnison County Library District, Jefferson County Public Library, Longmont Public Library, Louisville Public Library, Loveland Public Library, Pitkin County Library, Poudre River Public Library District, Regis University, Salida Regional Library, Summit County Libraries, Town of Vail Public Library, Western State Colorado University, Wilkinson Public Library

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[accordion-item title=”Marmot Libraries & SWIFT”]

The majority of Marmot libraries take part in SWIFT, and are happy to lend material they own and have available. Marmot libraries that do not take part in SWIFT do not accept or receive SWIFT requests. You may contact these non-SWIFT Marmot libraries directly (outside of SWIFT) about borrowing materials.

Please keep in mind, normally submitted requests with ISBNs will automatically route to Marmot libraries if the item is owned and available by the library.  Do not manually add Marmot member libraries to the rota without confirming they own the item and have it available.  See the YouTube video on How to request Marmot items correctly.

To determine if a specific item is owned by a Marmot library lending in SWIFT:

  • Click on the Details button
  • Scroll to the bottom of the bibliographic record to the Holdings information.
  • Look for a participating library under the location column.
  • There will also be a magnifying glass next to the item in the holdings information if it is owned by a SWIFT lending library.

Here is a list of Marmot libraries that do lend on SWIFT:

Adams State University, Basalt Regional Library District, Colorado Mesa University, Colorado Mountain College, Eagle Valley Library District, Englewood Public Library, Garfield County Public Library District, Grand County Library District, Gunnison County Library District, Mesa County Public Library District, Pitkin County Library, Rampart Library District, Salida Regional Library, Summit County Libraries, Town of Vail Public Library, Western State Colorado University, Wilkinson Public Library

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[accordion-item title=”Johnson & Wales University & SWIFT”]

In addition to the Denver Campus, Johnson & Wales University has several other campuses throughout the United States. When searching the Johnson & Wales University catalog in SWIFT, the holdings information for the other campuses will also appear along with the Johnson & Wales University – Denver Campus. Their library catalog is also hosted by the University of Rhode Island. Due to the way their catalog is configured, we are unable to just display the holdings information for the Johnson & Wales University – Denver Campus.

Please keep in mind, normally submitted requests with ISBNs will automatically route to Johnson & Wales University – Denver Campus if the item is owned and available by this library.  Look at the Holdings Information in SWIFT to see if the Denver Campus is the owner of the item. 

To determine if a specific item is owned by the Denver Campus:

  • Click on the Details button
  • Scroll to the bottom of the bibliographic record to the Holdings information.
  • Look for Johnson & Wales University – Denver Camp under the Location column.
  • There will also be a magnifying glass next to the item in the holdings information if it is owned by a SWIFT lending library (Johnson & Wales University – Denver Campus).

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[accordion-item title=”Terminate or Cancel a Request”]

Borrowing libraries should use the Terminate action from stopping a request with a Pending status from being shipped to their library. In the past, borrowers needed to use the Cancel action. The cancel action contains a large number of steps, and is not very user friendly. The terminate action is easier and yields the same results as the cancel action. A request can only be terminated if it is in a Pending status. If a request has already been shipped, it cannot be terminated. When a request is terminated, it will then move into the End of Rota category in the Work Queue. If it is no longer needed, it can be Completed to remove it from the Work Queue.

  • Here are the steps for terminating a request:
    • Retrieve the request
    • Select Terminate Request from the Action drop down list
    • Click the Action button
    • Click the Terminate button

Borrowing libraries should use the Terminate action from stopping a request with a Pending status from being shipped to their library. (Please see Terminate a Request)

  • In the event they are still needed, here are the instructions for cancelling a request:
    • Retrieve the request
    • Select the Local Change Request Details from the Action drop down list
    • Click the Action button
    • Scroll down to the Rota Details section
    • Highlight all the lenders in Selected box except the first library (it will be grayed out)
    • Click the Remove option
    • Click the Save button at the top or bottom of the request
    • Retrieve the specific request
    • Select Cancel from the Action drop down list
    • Click the Action button
    • Click the Cancel button

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[accordion-item title=”Idle/Check Manual Requests — Why?”]

Idle/Check Manual Requests are problem requests, and may be caused by a variety of reasons.  Idle requests have not been sent to any lending libraries. These requests need to be fixed before they will be sent to any lending libraries to be filled. Here are the main reasons a request will go into an Idle status:

  • No ISBN – The bibliographic record used for the request does not contain an ISBN. This is the most common reason a request will go into an Idle status. The rota or list of lenders is built automatically, as long as the request contains an ISBN.  When a request does not have an ISBN, the list of lenders cannot be automatically created and the request will go into an Idle status.  When a request does not have an ISBN, the list of lenders needs to be created by the SWIFT staff person.
  • Item owned and available by requester – The specific item being requested is owned and available by the borrowing library. SWIFT checks the request’s ISBN against the borrowing library’s catalog. If the SWIFT system finds the matching ISBN owned and available at the requesting or borrowing library, the request will go into an Idle status. The borrowing or requesting library will be listed as the first lender in the rota. This scenario only happens if you are a SWIFT borrowing and lending library. If your library does not lend in SWIFT, your catalog will not be searched.
  • Item not available – The specific item being requested is not available at any lending library. SWIFT checks the request’s ISBN against the catalogs of all lending libraries to determine which libraries own the item and have it available. The rota or list of lenders is then made up of all the lending libraries that own the item and have it available. If the item is not available at any lending library at the time the request is placed, the request will go into an Idle status. This scenario happens most frequently with popular items or bestsellers.
  • Lending library not accepting requests – The specific item being requested is owned and available by a library or libraries that are not accepting requests at the time the request was placed. Lending libraries will go “off rota” or suspend their lending status in SWIFT. This means the SWIFT system recognizes a particular library is not accepting requests, and will not place this library on the list of lenders. If all libraries that own the requested item are not accepting any lending requests, the request will go into an Idle status.

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[accordion-item title=”Idle/Check Manual Requests — Diagnosing”]

Diagnosing Idle requests can be done by following these steps:

  1. First, check to see if the request has an ISBN.
    • Retrieve the Idle request and look for the ISBN. If there isn’t an ISBN, please follow these instructions:
      • Perform a bibsearch for the item
      • When you get search results for the item you are looking for, click on the Details button to see the holdings information
      • Note which libraries own the item and have it available to make up your list of lenders
      • Retrieve the idle request to fix
      • Click on the Action button
      • Scroll down to the Rota Details section
      • Enter the first lending library in the Library symbol or location name box
      • Click the Search button or Enter
      • The name of the library will automatically appear in the Selected box if it is the only matching result, or highlight the library in the Available box and click the Add button to add it to the Selected box
      • Continue adding all the libraries in your list of lenders (make certain you have previously confirmed these libraries own the item and have it available)
      • Click the Request button at the top or bottom of the request
      • The request will now go to the libraries entered on the rota
  1. If the request does contain an ISBN, confirm your library is not on the rota.
    • Click on the Details button.
    • Scroll down to the Rota Details section.
    • If your library is the first library in the list of lenders:
      • Scroll to the top or bottom of the request and click the Action button
      • Scroll down to the Rota Details section
      • Highlight your library or libraries in the Selected box
      • Click the Remove link
      • Click the Request button at the top or bottom of the request
  1. If the request does contain an ISBN and your library is not on the rota, search for the item again to determine availability and ownership.
    • Copy the ISBN.
    • Perform an Advanced Search on ISBN.
    • Click on the Details button to see the holdings information of the search results.
  • If the item is currently available and owned by at least one SWIFT lending library, submit a new request or follow these instructions:
    • Note which libraries own the item and have it available to make up your list of lenders
    • Retrieve the idle request to fix
    • Click on the Action button
    • Scroll down to the Rota Details section
    • Enter the first lending library in the Library symbol or location name box
    • Click the Search button or Enter
    • The name of the library will automatically appear in the Selected box if it is the only matching result, or highlight the library in the Available box and click the Add button to add it to the Selected box
    • Continue adding all the libraries in your list of lenders (make certain you have previously confirmed these libraries own the item and have it available)
    • Click the Request button at the top or bottom of the request
    • The request will now go to the libraries entered on the rota
  • If the item is not available by at least one SWIFT lending library, try searching again at a later date. When the item becomes available, then submit a new request or follow these instructions:
    • Note which libraries own the item and have it available to make up your list of lenders
    • Retrieve the idle request to fix
    • Click on the Action button
    • Scroll down to the Rota Details section
    • Enter the first lending library in the Library symbol or location name box
    • Click the Search button or Enter
    • The name of the library will automatically appear in the Selected box if it is the only matching result, or highlight the library in the Available box and click the Add button to add it to the Selected box
    • Continue adding all the libraries in your list of lenders (make certain you have previously confirmed these libraries own the item and have it available)
    • Click the Request button at the top or bottom of the request
    • The request will now go to the libraries entered on the rota
  • If the item is owned only by a suspended library or library not currently accepting requests, determine when they will be accepting requests again. In the holdings information, there will be a red circle with a line through it on the right of the copy information. Hover over the symbol (red circle with a line through it) to see the suspension message. When the library begins lending again, then submit a new request or follow these instructions:
    • Note which libraries own the item and have it available to make up your list of lenders
    • Retrieve the idle request to fix
    • Click on the Action button
    • Scroll down to the Rota Details section
    • Enter the first lending library in the Library symbol or location name box
    • Click the Search button or Enter
    • The name of the library will automatically appear in the Selected box if it is the only matching result, or highlight the library in the Available box and click the Add button to add it to the Selected box
    • Continue adding all the libraries in your list of lenders (make certain you have previously confirmed these libraries own the item and have it available)
    • Click the Request button at the top or bottom of the request
    • The request will now go to the libraries entered on the rota
  • If the item is owned only by a nonlending SWIFT library, consider contacting the library outside of SWIFT to request the item.
    • In the holdings information, the magnifying glass will not be to the left of the copy in the holdings information.

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Best Practices

The Colorado Library Advisory Board has developed a set of best practices for interlibrary loan program members, which SWIFT members should be familiar with. You can download them here in PDF or DOCX format:

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